In a time of uncertain economic conditions, all businesses are under pressure to keep a tight control over their costs; however, keeping costs down can be particularly difficult for SMEs with fewer resources making it difficult for expenditure to be reviewed – a fact made apparent in a survey by OKI Systems which found that 66% of SMEs didn’t know how much their business spent on printing in 2015.
With print typically the third-highest operating expense behind rent and payroll, there’s no doubt that maintaining control of print expenditure is vital for SMEs looking to reduce costs. A managed print solution is often put forward as a way to take control of costs and make effective savings, but is the business case for MPS robust? We’ve compiled a list of the top seven benefits of MPS to help you decide:
Typically, an MPS provider will audit a business’ current print infrastructure to identify immediate savings. This thorough assessment will not only review the type and number of printers in a fleet, but will also help businesses gather insight into their print activities, the user-to-printer ratio, the amount spent on printer consumables and the resources used to maintain print operations.
As well as immediate cost savings, MPS ensures long-term optimisation by continually monitoring print activities. In addition to preventing over expenditure on consumables, this also allows businesses to view print activities by department and make adjustments accordingly to ensure ongoing optimisation.
A managed print solution enables businesses to base their printer budgets on actual usage rather than forecasts, ensuring more accurate budgeting and less time spent on estimating figures.
Consolidating all print costs into one transparent invoice reduces the time spent on processing multiple invoices and managing multiple supplier relationships. Moreover, opting for a single supplier rather than sourcing from multiple companies, will ensure a more reliable delivery service.
By centralising print-related product procurement, businesses can expect quality paper and colour matching to be extended across all company printing activities, protecting brand identity by ensuring branded documents remain consistent across the board.
Regular monitoring and maintenance will help keep ink and toner in supply and identify potential problems before they affect your employees. Not only does this keep your office running efficiently, it also helps alleviate the pressure on busy I.T departments as the calls to handle day-to-day printer malfunctions are significantly reduced.
In addition to reducing consumable wastage, a managed print service can help businesses discover exactly where printing practices can be adjusted to reduce energy and paper consumption, helping them to achieve a demonstrable reduction in the impact they have on the environment.
If you’d like more information about how MPS could work for your business, OfficeTeam’s Managed Print Services experts can help. We specialise in auditing companies’ print usage to shape print strategies that deliver real cost savings. Contact our experts today to discuss your print usage.